The Rockford Housing Authority is a federally subsidized entity which receives funds from various sources. The two primary funding sources are the Capital Grant Program (CGP) which is used to modernize our property with various physical upgrades. The second source is the Operating Fund which allows the Authority to hire contractors to assist in the day-to-day operations of the Authority. Both funding sources support contractual agreements which are put out to bid at various times of the year, and are advertised in local newspapers.

The Rockford Housing Authority encourages Minority Owned, Woman Owned and Section 3 qualified companies to learn more about our processes, and to pursue the various opportunities the Authority provides.

Generally…

Purchases which range from $1,000 to $150,000 (non-construction)

Obtain three documented quotes, either by telephone or in writing.

Purchases over $150,000 will require a bidding process*.
The three formats will be:

Invitation to Bid (IFB) for general construction type work

Request for Proposal (RFP) for general services provided

Request for Qualifications (RFQ) for technical services such as Architect and Engineering (A & E) contracts

*All notices require a two-week publication in the local press, the Rockford Register Star. Therefore, our ads run on Friday-Saturday (Week #1) and Sunday (Week #2). This facilitates contractors seeking opportunities by narrowing the days they have to review the newspaper.

Request for Qualifications (RFQ) for technical services such as Architect and Engineering (A & E) contracts

All notices require a two-week publication in the local press, the Rockford Register Star. Therefore, our ads run on Friday-Saturday (Week #1) and Sunday (Week #2). This facilitates contractors seeking opportunities by narrowing the days they have to review the newspaper.

NOTE: following paragraphs are excerpted from the Rockford Housing Authority Procurement Policy

Sealed Bids

Contracts shall be awarded based on competitive sealed bidding if the following conditions are present: a complete, adequate, and realistic specification or purchase description is available; two or more responsible bidders are willing and able to compete effectively for the work; the procurement lends itself to a firm fixed price contract; and the selection basis of price. Sealed bidding is the preferred method for construction procurement. For procurement under the Comprehensive Grant Program (CGP), sealed bidding shall be used for all construction and equipment contracts exceeding the small purchase limitation. For professional services contracts, sealed bidding should not be used.

An invitation for bids shall be issued including specifications and all contractual terms and conditions applicable to the procurement including a statement that award will be made to the lowest responsible and responsive bidder whose bid meets the requirements of the invitations for bids. The invitation for bids shall state the time and place for both the receipt of bids and the public bid opening. All RFP and RFQ proposals received shall be time-stamped but not opened and shall be stored in a secure place until bid opening. Procurement including statement that award will be made to the responsible, responsive, and top-rated contract proposal. Bidder may withdraw its bid at any time prior to bid opening.

Bids shall be opened publicly and in the presence of at least one witness. An abstract of bids shall be recorded and the bids shall be available for public inspection. Award shall be made as provided in the invitation for bids by written notice to the successful bidder. If equal low bids are received from responsible bidders, drawing lots or similar random method shall make award, unless otherwise provided in State or local law and stated in the invitation for bids. If only one responsive bid is received from a responsible bidder, award shall not be made unless a cost or price analysis verifies the reasonableness of the price.

BID PROTESTS

Any actual or prospective contractor may protest the solicitation or award of a contract for serious violations of the principles of this Statement. Any protest against a solicitation must be received before the due date for receipt of bid or proposals, and any protest against the award of a contract must be received within ten calendar days after contract award, or the protest will not be considered. All bid protests shall be in writing, submitted to the Contracting Officer or designee who shall issue a written decision on the matter. The Contracting Officer may, at his or her discretion, suspend the procurement pending resolution of the protest, if warranted by the facts presented.

When a General Contractor is awarded a contract, they should list all sub-contractors in bid on the sub-contractor’s approval form within the IFB or RFP requesting RHA approval or denial. Once a contractor bids on the work, the bid is reviewed, and RHA Staff generate a recommendation to the Rockford Housing Authority Board of Directors. The Board accepts the recommendation, and then issues a resolution to accept or deny the recommendation.

The Board Meetings are held once a month on the fourth (4th) Thursday of each month. This is a rotating meeting between sites; however, if you call (815) 489-8750, or check the Calendaryou can find out the location of the upcoming meeting. By attending the meeting you can learn who won the bid, and then make contact with that firm to ascertain any opportunities.

Once accepted as the winning contractor, a contract is initiated between the contractor and the Rockford Housing Authority. If chosen contractor cannot perform work with existing staff and must employ additional staff, RHA requires the to interview ready to Work Residents for these openings.

The RHA is always seeking ways to improve its Section 3 contractors, Minority Business Enterprise (MBE) or Woman Business Enterprise (WBE) responsibilities to the community and to HUD. We invite all firms who are classified as such to make contact with the RHA Development Office to seek ways that we can partner and make this occur.

Rockford Housing Authority offers e-procurement to facilitate our contracting solicitations. This will be the preferred and eventually the only way, for our vendors to obtain our Request for Quotations (QSP), Proposals (RFP), Invitation for Bids (IFB), and Request for Qualifications (RFQ) packets. This link will take you directly to the RHA bid list where you will be able to view the summary page and will be able to create an account and log in: